Senior Virtual Assistant – Business Operations Coordinator (Remote)

About the Role

We are seeking a highly organized, proactive, and resourceful Senior Virtual Assistant – Business Operations Coordinator to support the day-to-day operations of our growing creative design and marketing agency.

This is not a traditional administrative role. We are looking for a strategic partner who can anticipate needs, identify operational inefficiencies, and proactively implement solutions. The ideal candidate thrives in a fast-paced environment, communicates confidently with Western clients and executives, and excels at keeping projects, people, and processes organized.

Key Responsibilities

• Manage executive calendars, scheduling, and meeting coordination
• Organize appointments, internal meetings, and client calls
• Prepare meeting agendas and document action items
• Maintain digital filing systems and company records
• Assist with document preparation, formatting, and organization
• Support leadership with administrative projects and ad hoc requests

• Track deadlines, deliverables, and project milestones
• Maintain internal systems, databases, and trackers
• Assist in preparing proposals, presentations, and business documents
• Conduct research and gather information for leadership initiatives
• Support client gifting and company appreciation programs
• Coordinate administrative aspects of business development activities

• Organize receipts, invoices, and expense documentation
• Support accounts payable and accounts receivable processes
• Coordinate with bookkeepers, accountants, and financial vendors
• Maintain accurate financial records and documentation
• Assist with expense reconciliation and reporting

• Coordinate event supplies, shipping, and inventory management
• Arrange travel bookings and logistical requirements
• Maintain vendor records and documentation
• Support event planning and execution logistics

• Assist with Statements of Work (SOWs), agreements, and contracts
• Support onboarding of freelancers, contractors, and vendors
• Maintain organized contract and compliance documentation
• Ensure company records are current and properly archived

• Provide cross-functional administrative support
• Improve workflows and operational processes
• Assist with implementation of internal systems and procedures
• Manage executive inboxes, email organization, and communication follow-ups
• Draft professional communications for internal and external stakeholders

What We're Looking For

• Minimum 4 years of experience as a Senior Virtual Assistant, Operations Coordinator, Project Coordinator, Executive Assistant, or similar role
• Experience supporting leadership teams within a marketing, creative, design, or digital agency environment is highly preferred
• Near-native C1/C2-level written and spoken English
• Strong business writing and executive communication skills
• Exceptional organizational and time-management abilities
• High attention to detail and accuracy
• Ability to manage multiple priorities independently

• Proactive and solutions-oriented mindset
• Strong critical thinking and problem-solving abilities
• Ability to anticipate needs and prevent issues before they arise
• Comfortable working with Western executives and clients
• Professionalism, discretion, and confidentiality
• Strong follow-through and accountability

• Project management and workflow coordination
• Financial administration and bookkeeping support
• Contractor and vendor management
• Agency operations or creative industry experience
• Experience with CRM, project management, and productivity tools

• Deadlines are consistently met and tracked
• Leadership operates efficiently with minimal administrative friction
• Processes and systems continuously improve
• Operational challenges are identified and solved proactively
• Communication remains clear, organized, and professional across all stakeholders

• Fully remote work environment
• Opportunity to work closely with leadership
• Significant impact on business operations and growth
• Collaborative and fast-paced creative agency culture
• Long-term career growth opportunities